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2012-1888-Minutes for Meeting December 05,2012 Recorded 12/21/2012
COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKDS ~y 01~~~~yY 4iW!l~ui~i~uiuuM 12/21/2012 09:58:10 AM 20 Do not remove this page from original document. Deschutes County Clerk Certificate Page Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org OF WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, DECEMBER 5, 2012 Present were Commissioners Anthony DeBone, Alan Unger and Tammy Baney. Also present were Tom Anderson, Interim County Administrator; Erik Kropp, Deputy County Administrator; Marty Wynne, Finance; Nick Lelack, CDD; and media representative Joe Ditzler of The Bulletin. Chair DeBone opened the meeting at 1: 30 p.m. 1. Finance/Tax Update. Marty Wynne indicated that rates continue to remain low, at 0.6, but is better than most. Property tax revenue has not yet been projected. The delinquency rate has improved, but the increase in taxes is not as high as was budgeted. Clerk revenues are trending significantly above budget. There is an amount committed to the Sheriff and revenue from that source (room tax) has been coming in better than expected, so there should be fewer General Fund transfers to the Sheriff. CDD is seeing a favorable trend. The Health Benefits Trust balance will drop as it is drawn down. There is unfinished business, such as the North County Campus project. A bond sale occurs tomorrow and there appears to be interest. This could mean a savings of $990,000 to the County. 2. Other Items. The Board went into Executive Session, under ORS 192.660(2)(h), Pending or Threatened Litigation, at 1:45 p.m. Minutes of Board of Commissioners' Work Session Wednesday, December 5, 2012 Page 1 of 5 Tom Anderson asked about scheduling the next Board retreat. The Board felt that January 22 would be appropriate; the location is yet to be determined. Chair DeBone went through the pending issues list from the Board `upcoming meetings' list. The Board had a brief discussion regarding transient lodging tax. Commissioner Unger said he brought this topic up in a REDI meeting today, advising attendees that they need to pay attention to what is happening in this regard, including impacts on economic development. The Chamber representatives said they are aware. Commissioner Baney stated the Board needs to demonstrate how the Fair & Expo is supported, which is not through the lodging tax at this point. Chair DeBone stated there is acreage owned by a private party in DRRH (Deschutes River Recreation Homesites) that someone might want to use as a boat launch. Mr. Anderson stated that there is land owned by Crosswater that the public used, and the stakeholder committee looked at this for a boat launch. Chair DeBone indicated that it appears a fence is being constructed that goes to the river. Mr. Anderson said the County has right of way. Chris Bell is working on updating the HIPAA policy. Don Weber contacted Mr. Anderson regarding continuity in emergency planning. Commissioner Baney indicated that the Board has to be careful that others don't start deciding how this should be structured. Discussions regarding Veterans Court are ongoing, and the Board will be contacted if input is needed. Mr. Kropp stated that he has talked with Dave Inbody and Judith Ure regarding options on the grant process. This will be a topic of discussion in the near future. Minutes of Board of Commissioners' Work Session Wednesday, December 5, 2012 Page 2 of 5 A letter was received from Village Properties in Sunriver, which sounds like a request for a waiver of certain transient room tax payments. Commissioner Baney said that this probably relates to resort fees or miscellaneous fees that the resorts choose to charge. They may pay tax on the total amount, including the fees, but she believes it is up to the jurisdiction. In particular, this has to do with the additional assessment for the new SHARC (Sunriver Homeowners Association Recreation Center) facility. Commissioner Unger went to the SHARC last night to listen to an Upper Deschutes River Coalition presentation. Much of this was to help citizens understand how to deal with the high water level that was experienced this summer along the rivers. Mr. Anderson said the Audit Committee is to review the comprehensive annual report. They have asked for an additional document; a summary of the County's financial health. Other entities have gone bankrupt; so they feel that citizens should have a more easily understood document available. Much of this information is tracked but is not in a format that is easy for the average person to comprehend. Internal Auditor David Givans will be presenting something in this regard at the Audit Committee meeting next week. Chair DeBone said some is in the annual summary. Mr. Anderson stated this is in effect an executive summary. He prefers this be done in the fall so it can prepare the Board for the upcoming budget process. The Finance Department or Internal Auditor could put this together. The measures year to year should have some consistency, reflecting trends as appropriate. Almost all of the information is available, but it could be put into one document to make sense. Commissioner Baney asked how it would be distributed. Mr. Anderson said the target audience could be the average citizen, and it could be on the website. It would be a financial tool for the Audit Committee and Budget Committee so they can remain focused on the fiscal health of the County. Chair DeBone would like to see Dave Givans and Marty Wynne work on this document to have it ready in February, at least in rough form. Mr. Anderson stated that he doesn't see this costing the County money, if they keep it low key and don't rely on fancy graphics. Minutes of Board of Commissioners' Work Session Wednesday, December 5, 2012 Page 3 of 5 Mr. Anderson stated that an Order has been drafted that when the Board authorizes a department to proceed with a grant application, it allows the Board Chair to sign that document. Commissioner Baney said that sometimes they don't want a grant because of the strings attached. She asked if this obligates the County. Mr. Anderson said it is no different from what has been done previously; it just lets the County apply. BANEY: Move approval. UNGER: Second. VOTE: BANEY: Yes. UNGER: Yes. DEBONE: Chair votes yes. Mr. Kropp said the Deschutes Historical Society representatives indicate that the County has been paying for director and officers insurance. It is about $1,200 and the County paid for it for five years, through 2011. He feels that it was paid because either a Commissioner was on that board, or it was felt to be important because a Commissioner was involved. He recommended the County pay it one more time and advise them it is their expense after that. This is the first year there has not been a Commissioner on their board (the County's member is now Anna Johnson). The Commissioners were supportive of this action. Mr. Kropp said there have been three grievances that have not been resolved. There will need to be a grievance hearing in January on at least one of them. The union representative says he wants at least two days for this and wants to call witnesses as well. Mr. Kropp thinks that this information was available earlier in the grievance process. This is not a court and the union representative is not an agent of the court. It is awkward that the witnesses are current clients of the County as well. Mr. Kropp stated that he would work on scheduling an initial hearing. A hearing on a proposed cell tower was held last night and there of course are those who don't want to see it approved. Mr. Anderson advised the Board of the process from this point. Minutes of Board of Commissioners' Work Session Wednesday, December 5, 2012 Page 4 of 5 Commissioner Unger noted that in some instances this is not under the control of the County. There are state and federal laws that have an impact on this topic, and with the increased use of bandwidths and changing technology, it will only become more of an issue over time. Being no further discussion, the meeting adjourned at 4:15 p.m. DATED this f Day of Deschutes County Board of Commissioners. 2012 for the Anthony DeBone, Chair Alan Unger, Vice Chair ATTEST: T~~- fokilt- - Recording Secretary (V~~ Tammy Baney, Co issioner Minutes of Board of Commissioners' Work Session Wednesday, December 5, 2012 Page 5 of 5 Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 1:30 P.M., WEDNESDAY, DECEMBER 5, 2012 1. Finance/Tax Update - Marty Wynne 2. Other Items Executive Session, under ORS 192.660(2)(h), Pending or Threatened Litigation PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real property negotiations; ORS 192.660(2) (h), litigation; ORS 192.660(2)(d), labor negotiations; or ORS 192.660(2) (b), personnel issues. Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at 1300 NW Wall St„ Bend, unless otherwise indicated. If you have questions regarding a meeting, please call 388-6572. Deschutes County meeting locations are wheelchair accessible. Deschutes County provides reasonable accommodations for persons with disabilities. For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY. Please call (541) 388-6571 regarding alternative formats or for further information. u Sri i N I ~ ' ~I q E M Qc i N a i c 0 .N H N V1 A 0 Monthly Meeting with Board of Commissioners Finance Director/Treasurer AGENDA December 5, 2012 (1) Monthly Investment Report (2) October 2012 Financials f2 M T N T 1► ~ co OD N N E eh r O m N CD M T N CD N r 0 C4 = N d E N Q 7 H ii Lr ~ W n PI O CM ) LO W) W 0 U O 69 M1 LO N llt~ I N a) O Cl N E C1 ~ 0 C T r Q) C O 69 u► E z LL o (j) , c a (2) E - O O E O U N ~C E Y L Y in d N 0 d C C 11 0 - C E 0 o - c N a Qs ~ 7 C C O I v C7 o C e e e C C 4 I► 4 w O O O P! r Q Cl C T O 4 1- w CS 47 O co d r I cn r- Qf p O OD C Lo cc O rf cn r+ N kr N 0) 't (4 co r-7 co N P. 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U d I11 W m' x C, co ml m m m o'I o a) ~ m V m mm UU=yaD (ncnr in n UUI F - W. of w mI - mI'I m ❑ - U- _ Z N 0)- - .s - LL III Q) U ~ w,I n''. c c El E EI E n m d'. w ~I co VIII 4) m p IJ E E . . ai I a) a) o 0 o E', I o E = a) to 0 0 f: U A 3: U) lU) 5 3:!2:!1,U Z)ju ~'a co a' Memorandum Date: November 15, 2012 To: Board of County Commissioners Tom Anderson, Interim County Administrator From: Marty Wynne, Finance Director RE: Monthly Financial Reports Attached please find October 2012 financial reports for the following funds: General (001), Community Justice - Juvenile (230), Sheriff's (255, 701, 702), Public Health (259), Behavioral Health (275), Community Development (295), Road (325), Community Justice - Adult (355), Commission on Children & Families (370-399), Solid Waste (610), Insurance Fund (670), 9-1-1 (705), Health Benefits Trust (675), and Fair & Expo Center (618). The projected information has been reviewed and updated, where appropriate, by the respective departments. Cc: All Department Heads GENERAL FUND Statement of Financial Operating Data Four Months Ended October 31, 2012 RESOURCES: Beg. Net Working Capital Revenues Current & Prior Taxes Gen. Rev. - excl. Taxes Assessor County Clerk BOPTA District Attorney Finance/Tax Veterans Property Management Grant Projects Total Revenues TOTAL RESOURCES REQUIREMENTS: Expenditures Assessor County Clerk BOPTA District Attorney Finance/Tax Veterans Property Management Grant Projects Non-Departmental Contingency Transfers Out TOTAL REQUIREMENTS NET (Resources - Requirements) Year to Date Budget Actual Variance FY % Coll. % $ 8,700,000 $ 9,059,394 $ 359,394 100% 104% FY 2013 Year End $ Bud et Pro'ection Variance $ 8,700,000 $ 9,059,394 $ 359,394 6,959,053 3,357,766 (3,601,287) 33% 16% a) 20,877,160 20,877,160 793,910 1,614,388 820,478 33% 68% b) 2,381,731 2,381,731 249,542 449,769 200,227 33% 60% c) 748,626 748,626 460,008 548,778 88,770 33% 40% 1,380,023 1,380,023 4,133 9,033 4,900 33% 73% c) 12,398 12,398 61,565 36,702 (247863) 33% 20% 184,694 184,694 66,300 142,070 75,770 33% 71% c) 198,900 198,900 22,800 18,662 (47138) 33% 27% d) 68,400 68,400 33,081 31,415 (1,666) 33% 32% 99,244 99,244 667 667 - 33% 33% 2,000 2,000 8,651,059 6,209,250 (2,441,809) 33% 24% 25,953,176 25,953,176 17,351,059 15,268,644 (2,082,415) 33% 44% 34,653,176 35,012,570 1,189,251 1,103,654 85,597 489,213 460,160 29,053 24,128 19,586 4,542 1,758,222 1,631,120 127,102 277,955 267,471 10,484 86,997 80,646 6,351 90,676 88,840 1,836 40,783 39,176 1,607 571,557 380,762 190,795 2,550,059 2,550,059 7,078,841 4,071,415 3,007,426 4,352,217 4,296,147 56,070 11,431,058 8,367,562 3,063,496 5,920,002 6,901,082 981,081 EXp. 359,394 33% 31% 3,567,752 3,567,752 - 33% 31% 1,467,638 1,467,638 - 33% 27% 72,385 72,385 - 33% 31% 5,274,667 5,274,667 - 33% 32% 833,865 833,865 - 33% 31% 260,992 260,992 - 33% 33% 272,027 272,027 - 33% 32% 122,349 122,349 - 33% 22% e) 1,714,671 1,714,671 - 33% n/a 7,650,178 - 7,650,178 33% 19% 21,236,524 13,586,346 7,650,178 33% 33% 13,056,652 13,056,652 - 33% 24% 34,293,176 26,642,998 7,650,178 0 360,000 8,369,572 8,009,572 a) Current year taxes not due until November 15. Current year taxes received through October 31 = $2,691,537 b) Includes annual payments: PILT $730,983 c) A & T Grant received quarterly. YTD includes two quarters. d) State payment received quarterly. YTD includes one quarter. e) Budget includes $576,736 payment to LED#2. Will not be expended until June 2013 f) Appropriation Transfers (authority to expend): County School Fund $360,000 Page 1 COMM JUSTICE-JUVENILE Statement of Financial Operating Data Four Months Ended October 31, 2012 RESOURCES: Beg. Net Working Capital Revenues Federal Grants SB #1065-Court Assess. Discovery Fee Food Subsidy OYA Basic & Diversion Inmate/Prisoner Housing Inmate Commissary Fees Contract Payments Miscellaneous Program Fees MIP Diversion Fees Interest on Investments Leases Grants - Private CFC Interfund Grant Interfund Grant - Gen Fund Total Revenues Year to Date FY 2013 Year End Budget Actual Variance FY % Call. % Bud et Projection Variance $ 1,010,415 $ 995,051 $ (15,364) 100% 2,000 - (2,000) 16,667 12,293 (4,374) 4,333 3,307 (1,026) 7,000 6,330 (670) 125,116 - (125,116) 20,000 55,960 35,960 33 - (33) 40,667 23,789 (16,878) 67 - (67) 17 - (17) 333 250 (83) 2,667 2,225 (442) 400 400 - 167 812 645 41,887 11,450 (30,437) 6,667 5,000 1,667 268,021 121,815 (146,206) 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 98% $ 1,010,415 $ 995,051 $ (15,364) 0% a) 6,000 6,000 - 25% 50,000 50,000 - 25% 13,000 13,000 - 30% 21,000 21,000 - 0% b) 375,347 375,347 - 93% c) 60,000 115,000 55,000 0% 100 100 - 19% d) 122,000 95,000 (27,000) 0% 200 200 - 0% 50 50 - 25% 1,000 1,000 - 28% 8,000 8,000 - 33% 1,200 1,200 - 162% c) 500 1,100 600 9% e) 125,661 125,661 - 25% a) 20,000 20,000 - 15% 804,058 832,658 28,600 33% 5,344,523 5,344,523 - 40% 7,158,996 7,172,232 13,236 Transfers In-General Fund 1,781,508 1,781,508 - 33% TOTAL RESOURCES 3,059,944 2,898,374 (161,570) 33% REQUIREMENTS: Expenditures Community Justice-Juvenile Personnel Services Materials and Services Capital Outlay Transfers Out Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Exp. 1,691,672 1,649,224 42,448 33% 32% 5,075,017 5,075,017 - 397,987 323,599 74,388 33% 27% 1,193,960 1,193,960 - 33 - 33 33% 0% 100 - 100 16,800 12,600 4,200 33% 25% f) 50,400 50,400 - 279,840 - 279,840 33% n/a 839,519 - 839,519 2,386,332 1,985,423 400,909 33% 28% 7,158,996 6,319,377 839,619 673,612 912,951 239,339 - 852,855 852,855 a) Grants received quarterly in arrears b) Payments received quarterly - $90,993 outstanding c) Revenues trending higher than anticipated - $11,520 billing outstanding d) Contract payment reimbursement requests submitted monthly, receive 1-2 months in arrears - $6,801 billing outstanding e) Grant payments are generated by program activity during the school year and are paid quarterly in arrears f) Transfers out occur quarterly Page 2 SHERIFF - Fund 255 Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Call. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ - $ - $ - 100% n/a $ - $ - $ - Revenues Law Enf Dist Countywide 7,520,542 6,148,943 (1,371,599) 33% 27% ` 22,561,626 19,306,894 (3,254.732) Law Enf Dist Rural 4;8,1.3,997 4,Q41,921 771,976 33% 28% , 14,441,692 12,302,169 (2,049,523) Total Revenues 12,334,439 10,190,864 (2,143,575) 33% 28% 37,003,318 31,699,063 (5,304,255) TOTAL RESOURCES 12,334,439 10,190,864 (2,143,575) 33% 28% 37,003,318 31,699,063 (5,304,255) REQUIREMENTS: Exp- °i° EXPENDITURES & TRANSFERS Sheriffs Division 754,543 776,887 (22,344) 33% 34% a) 2,263,630 2,300,530 (36,900) Civil 266,330 218,281 48,049 33% 27% b) 798,989 788,889 10,100 Automotive/Communications 602,483 863,238 (260,755) 33% 48% c) 1,807,450 1,807,450 - Investigations/Evidence 502,727 483,995 18,732 33% 32% 1,508,180 1,508,080 100 Patrol/Civil/Comm Supp 2,756,453 2,564,506 191,947 33% 31% b) 8,269,358 8,219,358 50,000 Records 239,206 196,307 42,899 33% 27% 717,617 717,517 100 Adult Jail 3,447,357 3,299,079 148,278 33% 32% d) 10,342,072 10,638,383 (296,311) Court Security 101,000 101,439 (439) 33% 33% 303,001 302,901 100 Emergency Services 64,844 61,668 3,176 33% 32% 194,533 194,433 100 Special Services Division 448,679 431,001 17,678 33% 32% 1,346,037 1,346,037 - Regional Work Center 887,693 816,349 71,344 33% 31% b) 2,663,078 2,641,978 21,100 Training Division 168,317 137,973 30,344 33% 27% 504,950 504,850 100 Other Law Enforcement Svcs 214,501 211,723 2,778 33% 33% 643,504 643,404 100 Non-Departmental 28,418 28,418 - 33% 33% 85,253 85,253 - Contingency 1,851,889 - 1,851,889 33% n/a 5,555,666 - 5,555,666 TOTAL REQUIREMENTS 12,334,440 10,190,864 2,143,576 33% 28% 37,003,318 31,699,063 5,304,255 NET (Resources - Requirements) - - - " Revenues from LED #1 & LED #2 adjusted monthly to equal actual expenditures a) Retiree health insurance expenses will exceed amount originally budgeted for the year. Appropriation will be increased b) Projected variance due to delays in filling open positions c) FY 2013 appropriated amount, $360,690 for payment Deschutes County Communication System Fund, expended in July 2012 d) Projection includes $151,340 for six new Correction Technicians and $144,970 for additional bed rental expense. Appropriation will be increased Page 3 Fund 701 LED-Countywide Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY -/21 Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $4,507,352 $ 5,883,963 $ 1,376,611 100% 131% $ 4,507,352 $5,883,963 $ 1,376,611 Tax Revenues - Current 5,128,580 2,026,662 (3,101,918) 33% 13% a) 15,385,740 15,385,740 - Tax Revenues - Prior 146,667 488,265 341,598 33% 111% 440,000 488,265 48,265 Federal Grants & Reimb 10,000 - (10,000) 33% 0% 30,000 30,000 - State Grant 24,667 9,019 (15,648) 33% 12% 74,000 74,000 - Transp. of State Wards 1,667 - (1,667) 33% o% 5,000 5,000 - SB 1145 493,330 739,996 246,666 33% 50% 1,479,991 1,479,991 - Prisoner Housing 16,667 97,817 81,150 33% 196% b) 50,000 97,817 47,817 Des. Cty Video Lottery Grant 1,667 5,000 3,333 33% 100% 5,000 5,000 - Des Cty Court Security 80,333 80,037 (296) 33% 33% 241,000 241,000 Des Cty Juvenile Contract 1,393 - (1,393) 33% 0% 4,180 4,180 - Title III Reimbursement - - - 33% n/a c) - 39,916 39,916 Transport 167 718 551 33% 144% 500 1,000 500 Other 1,167 6,500 5,333 33% 186% 3,500 6,500 3,000 DC Fair & Expo Center 1,333 756 (577) 33% 19% 4,000 4,000 - Inmate Commissary Fees 3,333 7,563 4,230 33% 76% 10,000 10,000 Work Center Work Crews 16,667 22,132 5,465 33% 44% 50,000 50,000 Concealed Handgun Classes 1,167 1,650 483 33% 47% 3,500 3,500 - Inmate Telephone Fee 26,667 24,315 (2,352) 33% 30% 80,000 80,000 - Soc Sec Incentive-Fed 1,667 4,400 2,733 33% 88% 5,000 5,000 - Miscellaneous 1,667 2,798 1,131 33% 56% 5,000 5,000 - Oregon Mentors 333 - (333) 33% 0% 1,000 1,000 - Debit Card Fee 33 148 115 33% 148% 100 200 100 Medical Services Reimb 4,333 4,422 89 33% 34% 13,000 13,000 - Restitution 1,667 - (1,667) 33% 0% 5,000 5,000 - Sheriff Fees 83,333 82,697 (636) 33% 33% 250,000 250,000 - Interest 9,444 8,237 (1,207) 33% 29% 28,333 28,333 - Interest on Unsegregated 1,178 323 (855) 33% 9% 3,533 3,533 - Donations - "Shop with a Cop" 17,299 26,754 9,455 33% 52% 51,897 51,897 - Sale of Reportable Assets 1,667 574 _(1,093) 33% 11% 5,000 5,000 - Total Revenues 6,078,093 3,640,782 (2,437,3 33% 20% 18,234,274 18,373,872 139,598 TOTAL RESOURCES 10,585,445 9,524,745 (1,060,700) 33% 42% 22,741,626 24,257,835 1,516,209 REQUIREMENTS: EXp. Fund 255 Departments: Sheriffs Services 704,419 725,278 (20,859) 33% 34% 2,113,257 2,147,706 (34,449) Civil 266,330 218,281 48,049 33% 27% 798,989 788,889 10,100 Auto/Comm 222,166 318,319 (96,153) 33% 48% 666,497 666,497 - Adult Jail 3,447,357 3,299,079 148,278 33% 32% 10,342,072 10,638,383 (296,311) Court Security 101,000 101,439 (439) 33% 33% 303,001 302,901 100 Emergency Services 64,844 61,668 3,176 33% 32% 194,533 194,433 100 Special Services 310,459 298,227 12,232 33% 32% 931,377 931,377 - Work Center 887,693 816,349 71,344 33% 31% 2,663,078 2,641,978 21,100 Training 102,892 84,343 18,549 33% 27% 308,676 308,615 61 Other (CODE, Forensic) 214,501 211,723 2,778 33% 33% 643,504 643,404 100 Non Dept - ISF Charges 14,237 14,237 (0) 33% 33% 42,712 42,712 - Contingency 1,184,643 - 1,184,643 33% n/a 3,553,930 - 3,553,930 Total to Fund 2551 7,620,542 6,148,944 1,371, 1,6 6' 19; 8,04 732 3,254, Transfer to Reserve Fund (703) 33,333 - 33,333 33% 0% 100,000 100,000 - Non Dept - Comm System Res 26,667 80,000 53,333 33% 100% 80,000 80,000 - Total Requirements 7,580,542 6,228,944 1,351,597 33% 27% 22,741,626 19,486,894 3,254,732 Net 3,004,903 3,295,801 290,898 - 4,770,940 4,770,940 a) Current year taxes not due until November b) Reimbursement from the State will exceed plan due to higher number of SB 395 inmates c) Approved carryover of prior year Title III funds * Payment to Sheriffs Fund adjusted monthly to equal actual expenditures attributable to countywide services. Page 4 Fund 702 LED Rural Statement of Financial Operating Data Four Months Ended October 31, 2012 I Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ 2,859,915 $ 3,244,571 $ 384,656 100% 113% $ 2,859,915 $ 3,244,571 $ 384,656 Revenues Tax Revenues - Current 2,516,667 986,681 (1,529,986) 33% 13% a) 7,550,000 7,550,000 - Tax Revenues - Prior 76,667 241,514 164,847 33% 105% 230,000 241,514 11,514 Federal Grants & Reimb 5,000 6,921 1,921 33% 46% 15,000 15,000 - Federal Grants-BLM 8,667 - (8,667) 33% 0% 26,000 26,000 - US Forest Service 25,000 - (25,000) 33% 0% 75,000 75,000 Bureau of Reclamation 8,667 (8,667) 33% 0% 26,000 26,000 - State Grant 63,065 24,751 (38,314) 33% 13% 189,194 189,194 - SB #1065 Court Assessment 18,333 12,293 (6,040) 33% 22% 55,000 55,000 - Marine Board License Fee 47,364 - (47,364) 33% 0% 142,091 142,091 - Des Cty General Fund Grant 192,245 - (192,245) 33% 0% b) 576,735 576,735 - Des Cty Transient Room Tax 691,088 691,088 0 33% 33% 2,073,265 2,073,265 Des Cty Tax Office Contract 167 - (167) 33% 0% 500 500 - City of Sisters 155,987 156,087 100 33% 33% 467,960 467,960 - Des Cty CDD Contract 18,122 18,122 0 33% 33% 54,366 54,366 Des Cty Solid Waste Contr 18,122 18,122 0 33% 33% 54,366 54,366 Des Cty Clerk/Election 333 - (333) 33% 0% 1,000 1,000 - School Districts 13,333 1,784 (11,549) 33% 4% 40,000 40,000 - Claims Reimbursement - 324 324 33% n/a - 324 324 Security & Traffic Reimb 1,667 - (1,667) 33% 0% 5,000 5,000 - Seat Belt Program 3,333 1,890 (1,443) 33% 19% 10,000 10,000 - Miscellaneous 2,000 5,110 3,110 33% 85% 6,000 6,000 - False Alarm Fees 667 1,600 933 33% 80% 2,000 2,000 - Restitution 1,667 284 (1,383) 33% 6% 5,000 5,000 Sheriff Fees 3,333 3,794 461 33% 38% 10,000 10,000 - Court Fines & Fees 40,000 38,305 (1,695) 33% 32% 120,000 120,000 - impound Fees 1,333 2,200 867 33% 55% 4,000 4,000 - Restitution - Street Crimes 167 - (167) 33% 0% 500 500 - Seizure/Forfeiture 333 - (333) 33% 0% 1,000 1,000 - Interest 3,333 3,825 492 33% 38% 10,000 10,000 - Interest on Unsegregated 600 159 (441) 33% 9% 1,800 1,800 - Grants-Private - 1,500 1,500 33% n/a - 1,500 1,500 Donations - 4,120 4,120 33% n/a - 4,120 4,120 Sale of Equip & Material 3,333 1,588 (1,745) 33% 16% 10,000 10,000 - Sale of Reportable Assets 13,333 978 12,355 33 2% 40,000 40,000 - Total Revenues 3,933,927 2,223,039 (1,710,88 50% 19% 11,801,777 11,819,235 17,458 TOTAL RESOURCES 6,793,842 5,467,609 (1,326,231) 50% 37% 14,661,692 15,063,806 402,114 REQUIREMENTS: Exp. Fund 255 Departments: Sheriffs Services 50,124 51,609 (1,484) 33% 34% 150,373 152,824 (2,451) Auto/Comm 380,318 544,919 (164,601) 33% 48% 1,140,953 1,140,953 - Investigations 502,727 483,995 18,732 33% 32% 1,508,180 1,508,080 100 Patrol 2,756,453 2,564,506 191,947 33% 31% 8,269,358 8,219,358 50,000 Records 239,206 196,307 42,899 33% 27% 717,617 717,517 100 Special Services 138,220 132,774 5,446 33% 32% 414,660 414,660 - Training 65,425 53,630 11,795 33% 27% 196,274 196,235 39 Non Dept - ISF Charges 14,180 14,181 (0) 33% 33% 42,541 42,541 - Contingency 667,245 - 667,245 33%° n/a 2,001,736 - 2,001,736 Total to Fund 255 4,813,837 4,041,$20 771,977 * 14, . 2 12,392,169 2,049,523. Transfer to Reserve Fund (704) 33,333 - 33,333 33% 0% 100,000 100,000 - Non Dept - Comm System Res 40,000 120,000 (80,000L 33% 100% 120,000 120,000 - Total Requirements 4,887,231 4,161,920 725,310 33% 28% 14,661,692 12,612,169 2,049,523 Net 1,906,611 1,305,689 (600,922) - 2,451,637 2,451,637 a) Current year taxes not due un til November b) Will be received June 2013 Page 5 PUBLIC HEALTH Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End I Budget Actual Variance FY % Coll. / Bud et Projection Variance RESOURCES: Beg. Net Working Capital $1,336,051 $ 1,327,199 $ (8,852) 100% 99% $1,336,051 $1,327,199 $ (8,852) Revenues Medicare Reimbursement 333 - (333) 33% 0% 1,000 1,000 - Federal Grant - 5,000 5,000 33% n/a - 5,000 5,000 Federal Grant (ARRA) 66,667 - (66,667) 33% 0% 200,000 200,000 - State Grant 971,450 825,552 (145,898) 33% 28% 2,914,349 2,934,303 19,954 Child Dev & Rehab Center 13,203 981 (12,222) 33% 2% a) 39,609 39,609 - State Miscellaneous 44,913 7,298 (37,615) 33% 5% a) 134,740 134,740 - OMAP 209,196 113,951 (95,245) 33% 18% 627,588 627,588 - Title 19 117 - (117) 33% n/a 352 352 - Family Planning Exp Proj 183,333 50,350 (132,983) 33% 9% 550,000 550,000 - Local Grants 50,603 - (50,603) 33% 0% a) 151,810 161,810 10,000 Environmental Health-Water 30,733 20,936 (9,797) 33% 23% 92,200 92,200 - Contract Payments - 10,644 10,644 33% n/a - 15,000 15,000 Miscellaneous - 2,139 2,139 33% n/a - 3,000 3,000 Patient Insurance Fees 64,400 49,656 (14,744) 33% 26% 193,200 193,200 - Health Dept/Patient Fees 34,367 27,469 (6,898) 33% 27% 103,100 103,100 - Vital Records-Birth 13,667 12,605 (1,062) 33% 31% 41,000 41,000 - Vital Records-Death 33,333 35,815 2,482 33% 36% 100,000 100,000 - Environmental Health-Lic Fac 240,017 70,416 (169,601) 33% 10% b) 720,050 720,050 - Interest on Investments 4,000 1,719 (2,281) 33% 14% 12,000 12,000 - Donations 1,767 17,526 15,759 33% 331% 5,300 22,277 16,977 Interfund Contract 52,876 40,901 (11,975) 33% 26% 158,629 158,629 - Administrative Fee 267 _ 267 33% 33% 800 800 - Total Revenues 2,015,242 1,293,224 (722,018) 33% 21% 6,045,727 6,115,658 69,931 Transfers In-General Fund 783,120 783,120 - 33% 33% 2,349,357 2,349,357 - Transfers In-PH Res Fund 20,045 15,034 (5,011) 33% 25% 60,136 60,136 - Transfers In-Gen. Fund Other 21,700 16,275 5,425 33% 25% 65,100 65,100 - TOTAL RESOURCES 4,176,158 3,434,852 (741,306) 33% 35% 9,856,371 9,917,450 61,079 REQUIREMENTS: Exp. Expenditures Personnel Services 2,144,057 2,048,338 95,719 33% 32% 6,432,172 6,432,172 - Materials and Services 711,030 654,868 56,162 33% 31% c) 2,133,090 2,136,883 (3,793) Capital Outlay 21,667 - 21,667 33% 0% d) 65,000 - 65,000 Transfers Out 52,400 39,300 13,100 33% 25% 157,200 157,200 - Contingency 356,303 - 356,303 33% n/a 1,068,909 - 1,068,909 TOTAL REQUIREMENTS 3,285,457 2,742,506 542,951 33% 28% 9,856,371 8,726,255 1,130,116 NET (Resources - Requirements) 890,701 692,346 198,355 - 1,191,195 1,191,195 a) Received quarterly in arrears b) Restaurant and Pool/Spa fees are due annually and received in Dee/Jan c) Projection includes grant related expenditures. Appropriation will be increased d) OCHIN System expenditure made in FY 2012 Page 6 BEHAVIORAL HEALTH Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Bud et Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 3,320,968 $ 3,113,095 $ (207,873) 100% 94% $ 3,320,968 $ 3,113,095 $ (207,873) Revenues Marriage Licenses 2,167 2,740 573 33% 42% 6,500 6,500 - Divorce Filing Fees 53,333 41,121 (12,212) 33% 26% 160,000 125,056 (34,944) Domestic Partnership Fee 15 35 20 33% 78% 45 100 55 Federal Grants 84,116 - (84,116) 33% 0% a) 252,349 252,349 - Federal Grant (ARRA) 21,250 - (21,250) 33% 0% 63,750 63,750 - State Grants 2,576,866 2,410,568 (166,298) 33% 31% b) 7,730,599 7,883,477 152,878 State Miscellaneous 20,620 10,841 (9,779) 33% 18% 61,860 61,860 - Adult Mental Health Initiative 66,667 - (66,667) 33% 0% 200,000 200,000 - Title 19 89,815 55,866 (33,949) 33% 21% 269,446 269,446 - Liquor Revenue 47,167 35,346 (11,821) 33% 25% 141,500 141,500 - School Districts 23,000 10,650 (12,350) 33% 15% c) 69,000 69,000 - Contract Payments - 34 34 33% n/a - 1,000 1,000 Miscellaneous - 3,933 3,933 33% n/a - 5,000 5,000 Patient Insurance Fees 29,177 47,434 18,257 33% 54% 87,532 87,532 - Patient Fees 317 852 535 33% 90% 950 1,500 550 Interest on Investments 8,333 7,146 (1,187) 33% 29% 25,000 25,000 - Rentals 6,167 3,375 (2,792) 33% 18% 18,500 18,500 - Administrative Fee 1,764,176 1,740,583 (23,593) 33% 33% 5,292,527 5,292,527 - Interfund Contract-Gen Fund 42,333 38,920 3,413 33% 31% a) 127,000 127,000 - Total Revenues 4,835,519 4,409,443 (426,076) 33% 30% 14,506,558 14,631,097 124,539 Transfers In-General Fund 435,929 435,929 - 33% 33% 1,307,787 1,307,787 - Transfers In-OHP-CDO 161,498 161,498 - 33% 33% 484,494 484,494 - Transfers In-Acute Care Svcs 88,212 88,212 - 33% 33% 264,631 264,631 - Transfers In-ABHA 174,680 174,680 - 33% 33% 524,039 524,039 - TOTAL RESOURCES 9,016,806 8,382,858 (633,948) 33% 41% 20,408,477 20,325,143 (83,334) REQUIREMENTS: ExP• Expenditures Personnel Services 3,754,107 3,586,512 167,595 33% 32% d) 11,262,320 11,266,327 (4,007) Materials and Services 2,198,078 1,520,363 677,715 33% 23% 6,594,235 6,594,235 - Capital Outlay 16,700 14,645 2,055 33% 29% 50,100 15,000 35,100 Transfers Out 68,000 51,000 17,000 33% 25% 204,000 204,000 - Contingency 765,941 - 765,941 33% n/a 2,297,822 - 2,297,822 TOTAL REQUIREMENTS 6,802,826 5,172,520 1,630,306 33% 25% 20,408,477 18,079,562 2,328,915 NET (Resources - Requirements) 2,213,980 3,210,337 996,357 - 2,245,581 2,245,581 a) Received quarterly, in arrears b) Oregon Health Authority grant projected at amended contract amount c) Services to school districts commence at start of school year and are billed monthly in arrears d) "On-Call" forecasted to exceed amount budgeted. Appropriation will be increased Page 7 COMMUNITY DEVELOPMENT Statement of Financial Operating Data Four Months Ended October 31, 2012 RESOURCES: Beg. Net Working Capital Revenues Admin-Operations Admin-GIS Admin-Code Enforcement Building Safety Electrical Contract Services Env Health-On Site Prog Planning-Current Planning-Long Range Total Revenues Transfers In General Fund - Gen Ops General Fund - L/R Planning A&T Reserve (D/S assistance) Other TOTAL RESOURCES Year to Date FY 2013 Year End Bud et Actual Variance FY % Coll. % Bud et Projection Variance $ 10,000 192,482 $ 182,482 100% 1925% $ 10,000 $ 192,482 182,482 7,363 12,286 4,923 33% 56% 22,090 22,090 - 417 290 (127) 33% 23% a) 1,250 1,250 - 55,400 73,601 18,201 33% 44% 166,200 166,200 - 424,525 462,398 37,873 33% 36% 1,273,575 1,273,575 - 85,333 116,477 31,144 33% 45% 256,000 256,000 - 37,200 36,404 (796) 33% 33% b) 111,600 111,600 - 104,324 103,006 (1,318) 33% 33% 312,971 312,971 - 212,450 221,225 8,775 33% 35% 637,350 637,350 - 75,474 101,655 26,181 33% 45% 226,421 226,421 - 1,002,486 1,127,342 124,856 33% 37% 3,007,457 3,007,457 - 284,956 284,956 - 33% 33% 854,872 854,872 - 165,120 165,120 - 33% 33% 495,360 495,360 - 29,859 - (29,859) 33% 0% 89,577 89,577 - 33 - (33) 33% 0% 100 - (100 T 1,492,454 1,769,900 277,446 33% 40% 4,457,366 4,639,748 182,382 REQUIREMENTS; EXPENDITURES & TRANSFERS Admin-Operations Admin-GIS Admin-Code Enforcement Building Safety Electrical Contract Services Env Health-On Site Pgm Planning-Current Planning-Long Range Transfers Out (D/S Fund) Contingency TOTAL REQUIREMENTS NET (Resources - Requirements) Revenues Expenditures Net from Operations 1,127,342 1,266,515 (139,1731 4,457,366 3,935,156 522,210 - 704,592 704,592 3,007,457 3,007,457 - 4,457,366 3,935,156 522,210 (1,449, (927,699) 522,210 f a) Revenue is sporadic throughout the year as GIS services are requested b) Revenue typically lags 1-2 months behind due to billing cycles c) Reflects savings due to CD Directors appointment as Interim County Administrator through 6/30/13 d) Reflects savings due to Planning Directors reduced allocation through 6/30/13 while serving as Interim CD Director e) Reflects savings from retired employee; position is not expected to be refilled Exp. 451,063 449,460 1,603 33% 33% c) 1,353,189 1,311,323 41,866 39,259 38,653 606 33% 33% 117,778 117,778 - 76,308 71,834 4,474 33% 31% c) 228,925 216,747 12,178 207,029 200,400 6,629 33% 32% 621,087 621,087 - 67,744 63,740 4,004 33% 31% 203,231 203,231 - 47,248 46,806 442 33% 33% 141,745 141,745 - 53,212 50,923 2,289 33% 32% 159,636 159,636 - 214,105 191,570 22,535 33% 30% d) 642,315 634,887 7,428 154,467 153,129 1,338 33% 33%d,e) 463,401 349,567 113,834 59,718 - 59,718 33% 0% 179,155 179,155 - 115,635 - 115,635 33% n/a 346,904 - 346,904 1,485,788 1,266,515 219,273 33% 28% 6,666 503,385 496,719 Page 8 ROAD Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $4,719,551 $ 4,723,852 $ 4,301 100% 100% $ 4,719,551 $ 4,723,852 $ 4,301 Revenues System Development Charge - 1,155 1,155 33% n/a - 1,200 1,200 Federal Grant (ARRA) 2,333 - (2,333) 33% 0% 7,000 7,000 - Mineral Lease Royalties 13,333 8,432 (4,901) 33% 21% 40,000 40,000 - Forest Receipts 132,275 - (132,275) 33% 0% a) 396,826 396,826 - State Miscellaneous 180,763 542,290 361,527 33% 100% b) 542,290 542,290 - Motor Vehicle Revenue 3,596,681 3,548,237 (48,444) 33% 33% 10,790,043 10,790,043 - City of Bend 8,333 - (8,333) 33% 0% c) 25,000 25,000 - City of Redmond 116,667 10,807 (105,860) 33% 3% c) 350,000 350,000 - City of Sisters 3,333 - (3,333) 33% 0% c) 10,000 10,000 - City of La Pine 3,333 - (3,333) 33% 0% c) 10,000 10,000 - Admin Recovery (SDC) - 1,001 1,001 33% n/a - 2,000 2,000 Miscellaneous 6,667 5,373 (1,294) 33% 27% 20,000 20,000 - Road Vacations 333 - (333) 33% 0% 1,000 1,000 - Interest on Investments 5,000 9,785 4,785 33% 65% 15,000 15,000 - Interfund Contract 230,000 - (230,000) 33% o% d) 690,000 690,000 - Equipment Repairs 73,333 63,422 (9,911) 33% 29% 220,000 220,000 - Vehicle Repairs 30,000 - (30,000) 33% 0% d) 90,000 90,000 - LID Construction 3,333 - (3,333) 33% 0% d) 10,000 10,000 - Vegetation Management 8,333 - (8,333) 33% 0% d) 25,000 25,000 - Forester 8,333 - (8,333) 33% 0% d) 25,000 25,000 - Car Washes 1,333 - (1,333) 33% 0% 4,000 4,000 - Car Rental 333 - (333) 33% 0% 1,000 1,000 - Sale of Equip & Material 241,200 347,395 106,195 33% 48% 723,600 723,600 - Total Revenues 4,665,249 4,537,897 (127,352) 33% 32% 13,995,759 13,998,959 3,200 Trans In - Solid Waste 92,091 69,068 (23,023) 33% 25% e) 276,272 276,272 - Trans In - Transp SDC 83,333 62,500 (20,833) 33% 25% e) 250,000 250,000 - Trans In-Road Imp Res 4,000 - (4,0001 33% 0% 12,000 12,000 - TOTAL RESOURCES 9,564,224 9,393,317 (150,074) 33% 50% 19,253,582 19,261,083 7,501 REQUIREMENTS: Exp• Expenditures Personnel Services 1,788,401 1,761,275 27,126 33% 33% 5,365,202 5,365,202 - Materials and Services 3,146,221 2,660,672 485,549 33% 28% f) 9,438,662 9,438,662 - Capital Outlay 679,100 6,684 672,416 33% 0% 2,037,300 2,037,300 - Transfers Out 91,667 - 91,667 33% 0% 275,000 275,000 - Contingency 712,473 - 712,473 33% n/a 2,137,418 - 2,137,418 TOTAL REQUIREMENTS 6,417,862 4,428,631 1,989,231 33% 23% 19,253,582 17,116,1644 2,137,418 NET (Resources - Requirements) 3,146,362 4,964,686 1,839,157 - 2,144,919 2,144,919 a) Payment received annually in January b) Payment expected in November c) Billed upon completion of work d) Payments to be received in June 2013 from other Road Department funds e) Payments made quarterly f) Expenditures are seasonal and higher during summer months Page 9 ADULT PAROLE & PROBATION Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 570,000 $ 630,226 $ 60,226 100% 111% $ 570,000 $ 630,226 $ 60,226 Revenues DOC Measure 57 73,080 219,240 146,160 33% 100% a) 219,240 219,240 - State Miscellaneous 1,434 - (1,434) 33% 0% b) 4,301 4,301 - Alternate Incarceration 5,000 - (5,000) 33% 0% c) 15,000 5,000 (10,000) State Subsidy 4,609 6,914 2,305 33% 50% d) 13,826 21,826 8,000 SB 1145 916,185 1,374,277 458,092 33% 50% d) 2,748,556 2,748,556 - Probation Work Crew Fees 7,500 5,088 (2,413) 33% 23% 22,500 22,500 - Miscellaneous 1,500 2,687 1,187 33% 60% 4,500 4,500 - Electronic Monitoring Fee 43,333 52,794 9,461 33% 41% 130,000 130,000 - Probation Superv. Fees 63,333 57,433 (5,900) 33% 30% 190,000 190,000 - Interest on Investments 3,000 1,807 (1,193) 33% 20% 9,000 9,000 - Interfund - Sheriff 16,667 16,667 (0) 33% 33% 50,000 50,000 - Crime Prevention Grant 16,667 12,500 (4,167) 33% 25% d) 50,000 50,000 - CFC-Domestic Violence 24,944 11,225 (13,719 33% 15% d) 74,832 74,832 - Total Revenues 1,177,252 1,760,631 583,379 33% 50% 3,531,755 3,529,755 (2,000) Transfers In-General Fund 145,108 145,108 - 33% 33% 435,328 435,328 - TOTAL RESOURCES 1,892,360 2,535,965 643,605 33% 56% 4,537,083 4,595,309 58,226 REQUIREMENTS: Exp. Expenditures Personnel Services 1,030,430 974,594 55,836 33% 32% 3,091,291 3,091,291 - Materials and Services 296,562 251,090 45,472 33% 28% 889,687 889,687 - Capital Outlay 33 - 33 33% 0% 100 - 100 Contingency 185,335 - 185,335 33% n/a 556,005 - 556,005 TOTAL REQUIREMENTS 1,512,360 1,225,684 286,676 33% 27% 4,537,083 3,980,978 556,105 NET (Resources - Requirements) 380,000 1,310,281 930,281 - 614,331 614,331 a) Payment received annually in September b) Annual allocation normally received by end of calendar year c) State/County invoiced quarterly d) Funds are specific to a certain population, which has been smaller than expected Page 10 CHILDREN & FAMILIES COMMISSION Statement of Financial Operating Data Four Months Ended October 31, 2012 RESOURCES: Beg. Net Working Capital Revenues Federal Grants Title IV - Family Sup/Pres HealthyStart Medicaid Level 7 Services State Prevention Funds HealthyStart /R-S-G OCCF Grant Program Fees Charges for Svcs-Mist Court Fines & Fees Interest on Investments Grants, Private Interfund Grants Total Revenues Year to Date FY 13 Year End Budget Actual Variance FY % Coll. % FI3 et Protection Variance $ 511,994 $ 574,985 $ 62,991 100% 117% $ 511,994 $ 574,985 $ 62,991 66,480 66,320 (160) 13,178 - (13,178) 28,333 21,456 (6,877) 65,633 - (65,633) 16,041 24,061 8,020 73,317 54,987 (18,330) 139,932 97,985 (41,947) - 4,391 4,391 2,667 839 (1,828) 26,495 24,849 (1,646) 333 1,326 993 667 - (667) 106,958 45,000 61,958 540,034 341,214 (198,820) 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% Trans from General Fund 92,000 92,000 - 33% Total Transfers In 92,000 92,000 - 33% 33% a) 199,441 259,168 59,727 0% 39,533 39,533 - 25% a) 85,000 60,000 (25,000) 0% 196,898 196,898 - 50% b) 48,122 58,022 9,900 25% 219,951 219,951 - 23% a) 419,796 391,940 (27,856) n/a - 3,500 3,500 10% 8,000 4,000 (4,000) 31% c) 79,485 75,034 (4,451) 133% 1,000 5,000 4,000 n/a 2,000 - (2,000) 14% d) 320,874 350,374 29,500 21% 1,620,100 1,663,420 43,320 33% 275,984 275,984 - 33% 275,984 275,984 - TOTAL RESOURCES 1,144,028 11008,199 (135,829) 33% 42% 2,408,078 2,514,389 106,311 REQUIREMENTS: Exp. Expenditures Personnel Services 215,825 197,494 18,331 33% 31% e) 647,474 601,397 46,077 Materials and Services 491,999 240,595 251,404 33% 16% f) 1,475,997 1,545,250 (69,253) Capital Outlay 33 - 33 33% 0% 100 - 100 Contingency 94,836 - 94,836 33% n/a 284,507 284,507 TOTAL REQUIREMENTS 802,693 438,089 364,604 33% 18% NET (Resources - Requirements) 341,335 570,110 228,775 2,408,078 2,146,647 261,431 - 367,742 367,742 a) New Federal grants of $112,427 was awarded while $50,000 STOP grant denied b) Additional GLS grant funds of $3,500 awarded c) State reduced the Circuit Court fees d) Additional grant funds of $17,500 - A & D 70 and $12,000 EUDL projected to be received e) Personnel expenditures projected to be less than appropriated. Open position, due to retirement, will not be filled f) M & S projected to be greater than originally budgeted due to new Federal grant awarded. Appropriation transfer will be requested Page 11 SOLID WASTE Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance FY % Coll. % Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 700,513 $ 807,470 $ 106,957 100% 115% $ 700,513 $ 807,470 $ 106,957 Revenues Miscellaneous 7,333 6,868 (465) 33% 31% 22,000 22,000 - Franchise 3% Fees 66,667 11,499 (55,168) 33% 6% a) 200,000 200,000 - Commercial Disp. Fees 286,667 342,430 55,763 33% 40% 860,000 860,000 - Private Disposal Fees 438,000 529,158 91,158 33% 40% 1,314,000 1,314,000 - Franchise Disposal Fees 1,333,333 1,439,473 106,140 33% 36% 4,000,000 4,000,000 - Yard Debris 24,333 49,016 24,683 33% 67% b) 73,000 73,000 - Special Waste 8,333 5,637 (2,696) 33% 23% c) 25,000 25,000 - Interest 2,500 2,898 398 33% 39% 7,500 7,500 - Leases 3,600 3,600 - 33% 33% 10,801 10,801 - Rec clables 15 000 17,768 2,768 33% 39% 45,000 45,000 - y , Total Revenues 2,185,766 2,408,347 222,581 33% 37% 6,557,301 6,557,301 - TOTAL RESOURCES 2,886,279 3,215,817 329,538 33% 44% 7,257,814 7,364,771 106,957 REQUIREMENTS Exp. Expenditures Personnel Services 577,774 546,755 31,019 33% 32% 1,733,321 1,733,321 - Materials and Services 996,438 781,701 214,737 33% 26% d) 2,989,313 2,989,313 - Debt Service 315,571 - 315,571 33% 0% e) 946,713 946,713 - Capital Outlay 27,667 - 27,667 33% 0% f) 83,000 83,000 - Transfers Out-Road 92,091 69,068 23,023 33% 25% g) 276,272 276,272 - Trans Out-Capital Res 210,000 315,000 (105,000) 33% 50% h) 630,000 630,000 - Contingency 199 732 - 199,732 33% n/a 599,195 599,195 , TOTAL REQUIREMENTS 2,419,273 1,712,524 706,749 33% 24% 7,257,814 6,658,619 599,195 NET (Resources - Requirements) 467,006 1,503,293 1,036,287 - 706,152 706,152 a) Due April 15, 2013 b) Seasonal item-Fall and Spring c) Dependent on special clean-ups such as asbestos and contaminated soil d) Purchasing will pick up as year progresses e) Semi-Annual: November and May f) In the process of contacting bidders g) Quarterly h) One half of appropriation transferred in September. Balance will be transferred by June 30, 2013 Page 12 RISK MANAGEMENT Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date Year End Bud et Actual Variance % of FY % Coll. Bud et Projection Variance RESOURCES: Beginning Net Working Capital $2,000,000 $2,240,791 $240,791 Revenues Inter-fund Charges: General Liability 87,444 87,444 0 Property Damage 104,493 104,493 0 Vehicle 57,878 57,878 (0) Workers' Compensation 480,059 480,059 0 Unemployment 83,333 83,384 51 Claims Reimb-Workers' Compensaton 167 - (167) Claims Reimb-Gen Liab/Property 20,000 923 (19,077) Process Fee-Events/Parades 667 145 (522) Miscellaneous 17 37 20 Skid Car Training 5,333 2,580 (2,753) NSF Fee - 30 30 Interest on Investments 5,000 4,232 (768) Other Interest 17 - (17) TOTAL REVENUES 844,408 821,205 2( 3,203) TOTAL RESOURCES 2,844,408 3,061,996 217,588 Appropriations/Expenditures Direct Insurance Costs: GENERAL LIABILITY 5201 Settlement / Benefit 349,862 5202 Defense 34,146 5203 Professional Service 4,326 5204 Insurance 135,600 5205 Loss Prevention 5,439 5206 Miscellaneous 45 5207 Repair / Replacement 200 Total General Liability 100,000 529,618 (429,618) PROPERTY DAMAGE 5204 Insurance 158,508 5207 Repair / Replacement 5,315 Total Property Damage 83,333 163,823 (80,490) VEHICLE 5203 Professional Service - 5204 Insurance 366 5205 Loss Prevention 782 5207 Repair / Replacement 5,913 Total Vehicle 33,333 7,061 26,272 WORKERS' COMPENSATION 5201 Settlement / Benefit 106,262 5203 Professional Service - 5204 Insurance 78,891 5205 Loss Prevention 22,948 5206 Miscellaneous 10,776 Total Workers' Compensation 333,333 218,876 114,457 5201 UNEMPLOYMENT - Settlement/Benefits 831333 - 83,333 Total Direct Insurance Costs 633,333 919,379 (286,046) Insurance Administration: Personnel Services Materials & Service Capital Outlay Total Insurance Administration Transfers Out TOTAL REQUIREMENTS NET a) Annual premium paid in July 2012 " Contingency is $2,149,038. 102,632 94,430 8,202 56,330 39,655 16,675 33 - 33 158,995 134,085 24,910 2,400 1,800 600 794,729 1,055,264 260,535 2,049,679 2,006,732 (42,94 100% 112% $2,000,000 $2,240,791 $240,791 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 33% 0% 33% 2% 33% 7% 33% 74% 33% 16% 33% n/a 33% 28% 33% 0% 33% 32% 33% 68% Ex . a) 33% 177% a) 33% 66% 33% 7% a) 262,333 262,333 - 313,480 313,480 - 173,635 173,635 - 1,440,176 1,440,176 - 250,000 250,000 - 500 500 - 60,000 60,000 - 2,000 2,000 - 50 50 - 16,000 16,000 - - 30 30 15,000 15,000 - 50 50 - 2,533,224 2,533,254 30 4,533,224 4,774,045 240,821 300,000 800,000 (500,000) 250,000 250,000 - 100,000 90,000 10,000 33% 22% 1,000,000 950,000 50,000 33% 0% 250,000 240,000 10,000 33% 48% 1,900,000 2,330,000 (430,000) 33% 31% 307,896 307,896 - 33% 23% 168,990 168,990 33% 0% 100 - 100 33% 28% 476,986 476,886 100 33% 25% 7,200 7,200 - 33% 44% 2,384,186 2,814,086 429,900 2,149,038 1,959,959 189,079 Page 13 DESCHUTES COUNTY 911 Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date FY 2013 Year End Budget Actual Variance % of FY % Coll. Bud et Projection Variance RESOURCES: Beg. Net Working Capital $ 8,000,000 $ 8,883,086 $ 883,086 Revenues Property Taxes - Current 2,182,562 810,592 (1,371,970) Property Taxes - Prior 61,667 191,370 129,703 Federal Grants 80,000 - (80,000) State Reimbursement 12,000 - (12,000) Telephone User Tax 250,000 62,933 (187,067) Data Network Reimb. 10,000 - (10,000) Jefferson County 10,000 627 (9,373) User Fee 14,667 2,156 (12,511) Police RMS User Fees 92,983 - (92,983) Contract Payments 10,333 - (10,333) Miscellaneous 3,000 2,525 (475) Interest 13,333 15,889 2,556 Interest on Unsegregated Tax 200 131 69 Total Revenues 2,740,745 1,086,222 (1,654,523) TOTAL RESOURCES REQUIREMENTS: Expenditures Personnel Services Materials and Services Capital Outlay Transfers Out-Reserve Fund Contingency 100% 111% $ 8,000,000 $ 8,883,086 $ 883,086 33% 12% a) 6,547,687 6,547,687 - 33% 103% 185,000 191,370 6,370 33% 0% b) 240,000 240,000 - 33% 0% C) 36,000 36,000 - 33% 8% 750,000 750,000 - 33% 0% d) 30,000 30,000 - 33% 2% 30,000 31,262 1,262 33% 5% e) 44,000 44,000 - 33% 0% d) 278,950 278,950 - 33% 0% d) 31,000 31,000 - 33% 28% 9,000 9,000 - 33% 40% 40,000 40,000 - 33% 22% 600 600 - 33% 13% 8,222,237 8,229,869 7,632 10,740,745 9,969,308 (771,437) 33% 61% Exp. 16,222,237 17,112,955 890,718 1,446,830 1,317,366 129,464 33% 30% 4,340,490 3,800,000 683,401 553,011 130,390 33% 27% 2,050,202 2,050,202 187,333 - 187,333 33% 0% 562,000 562,000 166,667 500,000 (333,333) 33% 100% f) 500,000 500,000 2,923,182 - 2,923,182 33% n/a 8,769,545 - 540,490 769,545 TOTAL REQUIREMENTS 5,407,413 2,370,377 3,037,036 33% 15% 16,222,237 6,912,202 9,310,035 NET (Resources - Requirements) 5,333,332 7,598,931 2,265,599 - 10,200,753 10,200,753 a) Current year taxes not due until November b) ODOT Project-reimbursements expected to be received over the next 3-4 months c) July/Aug/Sept payments deposited in Nov; ongoing monthly reimbursements from Office of Emergency Mgmt for MSAG/GIS maintenance d) Annual billings to Police/Fire agencies to be mailed in December e) US Forest Service invoiced $2,156.25 quarterly. Crooked River Ranch billed annually end of June f) Amount appropriated was transferred September 15, 2012 Page 14 Health Benefits Trust Statement of Financial Operating Data Four Months Ended October 31, 2012 RESOURCES Beg. Net Working Capital Revenues: internal Premium Charges PIT Emp - Add'I Prem Employee Prem Contribution COIC Retiree / COBRA Co-Pay Medical Services Reimb Federal Payment(ERRP) Prescription Rebates Claims Reimbursements Vending Machines (wellness Rebate) Interest Total Revenues TOTAL RESOURCES REQUIREMENTS Expenditures: Personnel Services (all depts) Materials & Services Claims Paid-Medical Claims Paid-Prescription Claims Paid-Dental/Vision Claims Refunds Insurance Premiums State Assessments Administration Fee Preferred Provider Fee Health Impact Refund - ERRP Other - Administration Other - Wellness Admin & Wellness Deschutes On-site Clinic Healthstat Medical Supplies Equipment Other Total DOC Deschutes On-site Pharmacy Contracted Services Medication and Drugs Start Up Costs-Take Care Other Total Pharmacy Capital Outlay Contingency Year to Date FY 2013 Budget Actual Variance FY % Coll. % Bud et Projection Variance $13,800,000 $14,551,028 $ 751,028 100% 105% $ 13,800,000 $14,551,028 751,028 4,265,000 4,270,252 5,252 33% 33% 12,795,000 12,795,000 - 16,667 10,920 (5,747) 33% 22% 50,000 50,000 210,000 211,510 1,510 33% 34% 630,000 630,000 - 433,333 464,525 31,192 33% 36% 1,300,000 1,385,000 85,000 250,000 316,844 66,844 33% 42% 750,000 900,000 150,000 - 323 323 33% n/a - 323 323 - - 33% n/a " - 29,697 29,697 33% n/a 29,697 29,697 58,757 58,757 33% n/a 58,757 58,757 _ - - 33% n/a 26,667 27,754 1,087 33% 35% 80,000 80,000 - 5,201,667 5,390,581 188,914 33% 35% 16,605,000 15,928,777 323,777 19,001,667 19,941,609 939,942 92% 105% 29,405,000 30,479,805 1,074,805 Exp. % 66,924 64,530 2,394 33% 32% 200,772 200,772 3,343,400 3,903,072 (559,672) 33% 39% a) 10,030,200 11,938,807 (1,908,607) 641,200 339,522 301,679 33% 18% a) 1,923,600 1,038,536 885,064 595,400 553,754 41,646 33% 31% a) 1,786,200 1,693,835 92,365 - (23,347) 23,347 33% We - (23,347) 23,347 116,667 113,096 3,571 33% 32% 350,000 350,000 - 53,333 89,329 (35,996) 33% 56% 160,000 160,000 106,667 109,865 (3,199) 33% 34% 320,000 320,000 16,667 16,790 (123) 33% 34% 50,000 50,000 18,333 17,319 1,015 33% 31% 55,000 55,000 - 58,552 (58,552) 33% n/a b) - 58,552 (58,552) 21,784 19,452 2,333 33% 30% 65,353 65,353 35,000 7,103 27,897 33% 7% 105,000 105 000 4,948,451 5,204,506 (256,055) 33% 35% 14,845,353 15,811,737 (966,384) 228,000 207,489 20,511 33% 30% c) 684,000 684,000 10,000 5,043 4,957 33% 17% 30,000 30,000 333 369 (36) 33% 37% 1,000 1,000 7,144 23,207 16,063 33% 108% 21,433 21,433 245,478 236,108 9,370 33% 32% 736,433 736,433 102,762 106,578 (3,816) 33% 35% c) 308,287 308,287 333,333 399,388 (66,054) 33% 40% C) 1,000,000 11000,000 - 59,898 59,898 33% n/a c) - 59,898 (59,898) 6,520 5,671 (152) 33% n/a 16,559 16,559 441,615 571,535 (129,920) 33% n/a 1,324,846 1,384,744 (59,898) 33 - 33 33% n/a 100 100 4,099,165 - 4,099,165 33% n/a 12,297,496 12,297 496 TOTAL EXPEND/REQUIREMNTS 9,360,051 6,076,678 3,724,988 33% 21% 29,405,000 18,133,685 11,271,315 NET (Resources - Requirements) 9,641,615 13,864,930 4,664,930 - 12,346,119 12,346,119 2,204,90) Revenues less Expenditures (886,097 a) Projection based on annualizing 17 weeks of claims paid. YTD actual is $280,765 per week b) Disallowance of Early Retiree Reinsurance Program items (Reported as revenue in FY 2012) c) YTD Actual include estimates: October Healthstat, July through October Take Care Admin, September & October "ingredient" costs and Start up costs (prior year). These items had not been paid as of October 31, 2012 Page Deschutes County - Fair and Expo Center YTD-Budget Basis Commissioners Statement of Financial Operating Data Four Months Ended October 31, 2012 Year to Date Year End Budget (3/12 of annual Actual Variance FY % Call. % FY 2013 Budget Projection Variance RESOURCES: Beg. Net Working Capital $ 46,373 $ 35,055 $ (11,318) 100% 76% $ 46,373 $ 35,055 $ (11,318) Receipts: Special Events Revenues 202,526 90,553 (111,973) 33% 15% 607,578 546,131 (61,447) Interest 500 130 (370) 33% 9% 1,500 1,130 (370) Storage 19,147 8,156 (10,991) 33% 14% 57,441 50,597 (6,844) Camping at F & E 2,000 - (2,000) 33% 0% 6,000 6,000 - Horse Stall Rental 10,000 16,367 6,367 33% 55% 30,000 46,367 16,367 Concession % - Food 63,333 25,806 (37,528) 33% 14% 190,000 184,806 (5,194) Rights (Signage, etc.) 31,667 16,000 (15,667) 33% 17% 95,000 95,000 - Interfund Contract 6,667 800 (5,867) 33% 4% 20,000 20,000 - Miscellaneous 2,267 756 (1,510) 33% n/a 6,800 6,856 56 Total Receipts 338,106 158,568 (179,539) 33% 16% 1,014,319 956,886 (57,433) Transfers In General Fund (001) 56,667 56,668 - 33% 33% 170,000 170,000 - Room Tax (160) 8,581 8,580 - 33% 33% 25,744 25,744 - Welcome Center (170) 27,600 27,600 - 33% 33% 82,800 82,800 - Annual County Fair (619) 88,086 150,000 61,914 33% 57% 264,259 264,259 - Total Transfers In 180,934 242,848 61,914 542,803 542,803 - TOTAL RESOURCES 565,414 436,470 (128,943) 33% 27% 1,603,495 1,534,744 (68,751) REQUIREMENTS: Fxp. Expenditures: Personnel Services 277,294 270,600 6,694 33% 33% 831,882 825,210 6,672 Materials and Services 168,741 151,499 17,242 33% 30% 506,223 510,127 (3,904) Debt Service 38,040 - 38,040 33% 0% 114,119 114,119 - Capital Outlay 4,753 9,000 _(4,247) 33% 63% 14,259 14,259 - Total Expenditures 488,828 431,099 57,729 1,466,483 1,463,715 2,768 Contingency 45,671 - 45,671 33% n/a 137,012 - 137,012 TOTAL REQUIREMENTS 534,498 431,099 103,399 33% 27% 1,603,495 1,463,715 139,780 NET (Resources - Requirements) 30,915 5,371 (25,544) - 71,028 71,028 Page 16 H w ti 0 x o. a H a t~ U 0 U 0 z a~ a~ ~a N_ C7 N 'O C N Q) U 2 v rn (L) O CD C) C L O C 0 0 CL Z N C , . . , I , aM© CD 0(n O r" 0 0 Nr 0 0 0 O CD r~ l1. v N LnC] M 40 0 N 0 r M r 117 C] Cl) C) 0 O N! CDrC70Tr1A aoCt r~rt ON LnC7MCD CD 0 ,it N Ca r V) cr] r 147 4'b .p MCD CD Q)N OtitA 0 CD cook C'4 r N I , r . . 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LL m O CA G) C O U Q C ~ C G) N X O O (L V O W mia) N C7 3: N u.•3~ 00 N C U N p C C'O U 0 4) 0 0 0) 0 3 m CY) m c N C7 S 3 CD 0 C%4 « lU aC7 N vj CD Z W 7 I.L.. H N r- 0 m ❑ 0 U Q U V) 0 U v> Z 7 d 0 U O Z Z W CD O U 0 CO O C m a) O ui LO N N m O 0 4 0 0 tn LO ti ti It M to O O LO LL u d C6 c) co ti N C O E Q C a) O Q O o o n I- L6 L6 C6 C-~ 0 N O N E Q O U Q: C6 E . N w c a n Cl) N N N W=a N ❑ 0 Cn c E Q ~ C N E o E c a ~ X t CL o _0 a) Cl U) 0) a) O C .r-d U i CL (D CL 0 d c ~ ~ c c LL PE 'c- rnrn rn~ .0 • ro c ca c: CD cn -C cu E E .5 aULUOOcidH N 6 - N N N ai N Q ~i O 1 w ~ Q Q Q Q Q Q Q ` Q _.I J J J J ....J J J ~]mmca co co m co w Of w0~ it Of Of Q~ J J J J J J J -j mmmmmmm co O 0 O U7 N O <D ti C) d L a c d~ E a ea 0 H Deschutes County Bethlehem Inn (Fund 128) Four Months Ended October 31, 2012 RESOURCES: Beg. Net Working Capital Revenues Grants - Private Lease Payments Total Revenues Transfers In: Project Development (140) Gen Capital Res (143) TOTAL RESOURCES REQUIREMENTS: Expenditures Debt Service: Interest Expense Interest Payment TOTAL REQUIREMENTS Budget Actual Variance FY % Coll. % I Budget I Projection Varianc~ $(2,710,000) $(2,710,173) $ (173) 100% 100% $(2,710,000) $(2,710,173) $ (173) 33,531 - (33,531) 33% 0% 100,592 - (100,592) 8,136 10,170 2,034 33% 42% 24,408 24,408 - 41,667 10,170 (31,497) 33% 8% 125,000 24,408 (100,592) 550,000 - (550,000) 33% 0% 1,650,000 - (1,650,000) 353,333 - (353,333) _ _ 33% 0% 1,060,000 - 1,060,000) (1,765,000) (2,700,003) (935,003) 33% -2160% 125,000 (2,685,765) (100,765) Exp. 8,333 5,429 2,905 33% 22% a) 25,000 16,500 8,500 33,333 - 33,333 33% 0% 100,000 - 100,000 41,667 5,429 36,238 33% 4% 125,000 16,500 100,000 NET (Resources - Requirements) (1,806,667) (2,705,432) (898,76a a) Interest on October 2012 negative cash balance: $1,313.42. b) Inception through Otober 31, 2012 Revenues - Lease Payments $ 58,986 Expenditures: Land/Building (Amertitle) - July 2007 2,241,313 Hickman Williams 17,578 City of Bend - May 2008 250,000 KN EX CO 5,289 Kleinfelder 3,732 Total expended on facility 2,517,913 Interest on Negative Cash Balance 246,505 Total expended 2,764,418 b) - 2,702,265 765 Net $ 2,705,432 Deschutes County General Support Services - BOCC Conference/Seminar, Education/Training and Travel Expenditures and BOCC - County College Expenditures FY 2013 BOCC Conference & Travel Jui Aug Sep Oct YTD Total Tammy Baney Conf/Sem & Educ/Training 30 - - - 30 Travel Meals 120 20 1 107 Accommodations - - - Airfare - - - - Mileage reimbursement - 384 790 1,174 Ground Transport/Parking - 35 - - 35 Total Baney 30 566 - 790 1,386 Alan Unger Conf/Sem & Educ/Training 65 - - 305 370 Travel Meals - - - - - Accommodations - - - 429 429 Airfare - - - - Mileage reimbursement - 112 - - 112 Ground Transport/Parking - - - - - Total Unger 65 112 - 734 910 Tony DeBone Conf/Sem & Educ/Training 30 - 15 470 515 Travel Meals - - - - Accommodations - - - 429 429 Airfare - - - - - Mileage reimbursement - - - 471 471 Ground Transport - - - - - Total Other 30 - 15 1,369 1,414 Total - BOCC Department Conf/Sem & Educ/Training 125 15 775 915 Travel Meals - 20 - - 20 Accommodations - 127 - 857 985 Airfare - - - - - Mileage Reimbursement - 496 - 1,260 1,756 Ground Transport - 35 - - 35 Total - BOCC Department 125 678 15 2,893 3,711 FY 2013 Budget 15,250 - Percent of FY 2013 Budget Expended 24.3% BOCC County College Office/Copier Supplies Meeting Supplies 85 - - 761 811 Total BOCC County College - 85 1,572 - 846 811 1,657 NOTE: Above amounts include only those expenditures processed for payment. Additional conference and travel co- may have been incurred, but not processed for payment. 11/4/2012